secretary-english-2.ppt

SecretaryEnglish,HeYaqing,Lecturetwo,Yourorgnization,Titlesinabigcompany?,organization,Titlesinabigcompany?American:presidentchiefexecutiveofficervicepresidentfinancialcontrollerdirectorpersonneldirectormarketingdirector,organization,Titlesinabigcompany?British:chairmanmanagingdirectordirectoraccountantmanagerpersonnelmanagermarketingmanager,Organization,Titlesinabigcompany?boardofdirectorschairmanmanagingdirectorfinance,marketing,production,personnel,purchasing,planningdirectorsaccounts,sales,general,tranining,supply/services,operationsmanagers.,Organization,Practise:Preparetheorganizationalchartofanimaginarycompany.Addthenamesofthestaff.a.Workinpairsandcompareyourplaceofworkaccordingtothechart.,Organization,Practise:b.Workingroups.Introduceyourcompanytoeachgroup.c.Drawabusinesscardforeachstaffmember.,Reception,MakingappointmentsChangingappointmentsReceivingvisitorswithanappointmentReceivingvisitorswithoutanappointmentDecliningvisitorsforyourboss,Reception,MakingappointmentsEtiquettesa.Askpermissionoradvisefromyourboss,knowthetime,placeandcontents.,Reception,MakingappointmentsEtiquettesb.Bettermakeappointmentsbyphone,andarrangetheagenda.,Reception,MakingappointmentsEtiquettesc.Iftheotherpartneverheardofyourboss,bettertoemailorwritelettertointroduceyourcompanyandexpressyourintendofmeetingthem,thencalltomaketheappointment.,Reception,MakingappointmentsEtiquettesd.Ifthepersonyourbossmakesappointmentwithisnotfreeornotin,askwhenhe/shewillbefree.,Reception,MakingappointmentsEtiquettese.Iftheappointmentshouldbepostponed,telltheotherpartassoonaspossibleandexplainthereasons.,Reception,MakingappointmentsEtiquettesf.Iftheappointmentiscancelled,toexpresssorryandaskunderstandingarenecessary.,Reception,Makingappointmentsa.waitwaitforamomentwaitjustamomentwaitforafewmomentwaitforonemoment,Reception,Makingappointmentsb.timeWhenwouldsuityou?Whattimewouldsuityou?Whenwouldbeconvenientforyou?Canyoumake.CanyoumakeitonCouldyoumanage?AreyoufreeShallwesayCouldyoucometoseeMrBrownonWhichdatesareconvenient?,Reception,Makingappointmentsc.placeWherewouldsuityou?Wherewouldbeconvenientforyou?Whereshallwemeet?Shallwemeetatmyoffice?,Reception,Makingappointments秘书：早上好，我是李英，是销售部经理马丁先生吗？马丁：是的，我是马丁，有事吗？秘书：布朗先生吩咐我，为你和市场部经理安德森先生安排一次会面，研究一下你正在操办的下星期的交易会之事。马丁：好，很高兴能和安德森先生会面，什么时间呢？秘书：这个星期二和星期三，也就是17号和18号。马丁：行，这两天的下午两点半到五点半我正好有空，星期二，17日的两点半好吗？秘书：好。马丁：什么地方会见？秘书：公司会议室。马丁：好，我期待着17日与他见面。秘书：很感谢你，马丁先生，再见。马丁：再见。,Reception,2.Changinganappointment,Reception,2.Changinganappointment秘书：早上好，BBK公司，我是李英。汤姆：早上好，李小姐，我是汤姆，很抱歉，我要告诉星期四下午和布朗先生的约会无法赴约了。秘书：很遗憾。汤姆：我能将约会改在星期三上午吗？秘书：很抱歉，恐怕布朗先生那时没空。汤姆：我唯一有空的时间是下星期二下午，是10号。秘书：好，我看看，您三点半方便吗？汤姆：行，很抱歉，给你们添麻烦了。秘书：现在解决了，谢谢你来电话。汤姆：非常感谢你，再见。秘书：再见。,reception,ReceptiontimetableMrBrownsAppointmentTimetable28,Oct,2010,Wednesdaytimevisitortitlefirmphoneplace_10:30-11:ooMr.SmithManagerHKH56784321Mr.Brownsoffice,reception,Receptiontimetable?visitorsregister_date,nameofvisitor,title,firm,timeofarrival,action,referredto_May10SmithDirectorHKH10:25SeenMr.Brown_,reception,ReceptiontimetableItineraryfor_delegation?,Reception,(ShanghaiTrip,octobor23-27,2010)Wednesday,Octobor234:15pmarriveinShanghaiPudonginternationalAirportonCEAFlight7514stayatHuaTingHotel7:00pmBanquetbyABCCompanyatHuaTingHotelThursday,Octobor248:30amBreakfast9:30amRoundtableatABCCompany11:30amLunch3:oopmRoundtableatABCCompany7:00pmBanquetbyABCCompanyatHengShanHotel,reception,Friday,October228:30Breakfast9:30amVisit_11:30amLunch2:00pmVisit_7:00pmDinner8:30pmSightseeingSaturday,Octobor238:30amBreakfast9:30amVisit_11:30amLunch2:00pmVisit_6:30pmBanquetbyABCCompanyatHuaTingHotel8:30pmleavethehotelfortheShanghaiPudongInternationalAirport10:20pmleaveShanghaiforBeijingonCEAFlight7556,Reception,Howtomakeappointments?,Reception,Howtomakeappointments?accordingtothestatusoftheotherpart,thefollowing5kindsofpeoplemaywellbegivenpriority,Reception,Thebossssuperiororthesuperiorsrepresentative;Collegeswhohavecloserelationwiththeboss;Theinferiorwhohavecloserelationwiththeboss;Importantcustomers;Therelativesorclosefriendsoftheboss.,Reception,Appointmentsshouldnotbearrangedatthefollowingdays:,Reception,Theantemeridiemofeveryweeksfirstworkingdayandtheafternoonoflastworkingday(alwaystheantemeridianofeveryMondayandtheafternoonofeveryFriday),Reception,2.Thedaybossstartsoffanevectionandthefirstdayheisbackfromevection.Becauseatthattime,thebosswillhavetoomanyletterswhichhavebeenkeptlonginstocktodealwith.,Reception,Thefirstdaybeforeandafteranyholidays;,Reception,4.Thefirsthourbeforeandaftertheworkingtimeofoneday,becauseatthesetimethebosswilldealwiththeintramuralaffairs.,Reception,5.Exceptforthejunket,neverarrangeanappointmentatthetimewhichisnearthelunchorsuppertimeandduringthedinnertime.,Reception,Otherthingsshouldbepaidattentiontowhilearrangingappointment:,Reception,1.Settingapartmorethan15minutesbetweeneverytwoappointmentssothatthebosscanmanagetheurgentthingsorsignthelettersandpreparethenextappointmentorhavearest;,Reception,2.Theimportantappointmentshouldnotbeputtogether,becausethatwillletthebosskeepnervousfortoolongtime.Andifthefirstoneisdelayed,itwillhaveabadinfluenceonthefollowingone.Soitisnecessarytoputthesecondaryimportantapplicantbetweeneverytwoimportantappointments;,Reception,3.Theappointmentofthecollegeofyourowncompanycanbearrangedatthelatetimeofoneday,soifsomeimportantappointmentengrossesthatday,itcanbeputoffuntilthenextday;,Reception,4.Iftherearemanyappointmentsinoneday,thefirstappointmentshouldnotlasttoolonglestshouldinflectthenextappointments;,Reception,5.Iftheplaceforappointmentisoutsidethecompany,thatappointmentshouldbearrangedintheearlymorningsothatthebosscanbethereatfirsthandbeforegoingbacktothecompany.Itwillsavetime.,Reception,Etiquettesinappoint